Shipping Instructions: Shipping Documents Required for ... - UNRWA

Shipping Instructions:

Shipping Documents Required for Clearing the Shipments :

Communicating Shipping Information

General Notes

The customs rules established by Jordan stipulate that:

1. All shipments (of any modalities: air freight ? sea freight ? land freight) MUST be covered by one invoice and packing list for each separate shipment .

In this respect, if / when any supplier fails to apply this "one invoice per shipment" policy, UNRWA will be forced to claim the additional clearance costs from the supplier.

2. Every invoice covering shipments of any modalities MUST clearly show (in writing) both: a) The country of origin; and b) The name of the manufacturer.

3) The Jordanian Ministry of Agriculture in respect of the bags / packaging, has issued specific marking requirements, which are:

1. Origin 2. Port of destination 3. Crop year 4. Manufacturer 5. A statement indicating that goods

are for UNRWA and not for sale .

4) The Jordanian Ministry of Agriculture requires that the data stenciled on bags / packaging

For all shipments to be imported into the Hashemite Kingdom of Jordan (all modalities: airfreight ? sea freight ? land shipments), the following documents are required for the clearance process:

Air Shipments: 1. Airway Bill 2. Invoice 3. Packing List 4. Certificate of Origin. 5. Certificate of Analysis

Land Shipments: 1. Waybill 2. Invoice 3. Packing List 4. Certificate of Origin 5. Certificate of Analysis 6. Truck Consignment Note.

Sea Shipments: 1. Bill of Lading ? in three original copies ("non negotiable" copies of Bill of Lading are not accepted) 2. Invoice 3. Packing List 4. Certificate of Origin. 5. Certificate of Analysis

Special Additional Requirements:

a) For shipments related to UNRWA's basic commodities (Rice, Milk, Flour....):

1. Phytosanitary Certificate (this certificate

1) It is required that either or both the supplier and the shipper (acting on behalf of the supplier) communicate all information on shipping schedule / dates / notification to both: 1. UNRWA Headquarters ? Amman, and 2. UNRWA Jordan Field - Port Operation Officer.) Only through this double communication channels is possible to ensure that proper actions are being taken to receive and clear the shipments in due time.

2) Notification on shipping of perishable supplies (where special cooling conditions are needed) should be done with special attention by BOTH the supplier & the shipper in order for the receiving party to secure that the cold-chain thing is 100% maintained.

3) Hard copies of Invoices and Packing Lists covering shipments for Medical and for Basic Commodities are needed the earliest possible (see the General Notes column).

As such, it is an essential requirement that the shipping documents and related information is dispatched (in soft copies and/or in hard copies) to UNRWA AT LEAST 10 days prior to actual shipping of supplies.

All imported packages, cartons or bags must be marked with the country of Origin.

Regarding Airfreight coldchain shipments, are very important NOT to arrived Amman airport during weekend (Friday & Saturday) also during Holidays.

Regarding import of goods

such as: VHF (Walki ? Talki)

and armed Vests & Helmets,

its need a special

permissions from TRC and

MoI, in this cases NOT to

ship any of the mentioned

goods before issuing the

necessary

Government

permissions.

To issue the Government

permissions we need to

receive the following copies

corresponds to the data on the shipment documents:

1. Invoice 2. Packing list 3. Certificate of Origin. 4. Phytosanitary Certificate 5. Health Certificate

5) The Ministry of Agriculture of Jordan requires that for shipments of milk and oil, the production and expiry dates must be stenciled on sachets or bottles.

has to be issued/dated as of 14 days only prior to the date of shipping)

2. Radioactivity Certificate 3. Fumigation Certificate. 4. Health Certificate.

b) For animal product shipments: 1. Veterinary Certificate.

c) For medical shipments:

1. Certificate of Analysis for each batch. 2. Free sales Certificate. 3. Complete Product file for the newly supplied

Items (for the 1st time) in which consists of:a) Composition certificate b) Finished product specifications c) Method of Analysis d) Shelf life and storage conditions certificate.

4) For land shipments, 2 week advance notification is to be given prior to actual shipping in order to spare any delay in releasing the carrying trucks from borders as well as to avoid the compensation costs to the trucks drivers.

Suppliers should not proceed to any land shipments without having sent all shipping information/documents to our offices [see 1) above] 10 days in advance.

of documents from the Supplier:

- Invoice - Packing list - Certificate of Origin - Catalogue.

d) For Para-Medicals (Sundries/Consumables):-

1- Certificate of Origin 2- Original invoice and packing list. 3- CE certificate duly authenticated from the Notary

public or from the chamber of industry and commerce at the country of origin. 4- Declaration of Conformity certificate duly authenticated from the Notary public or from the chamber of industry and commerce at the country of origin. 5- Updated catalogue for the supplier's items. 6- For sterile items; there should be a sterility certificate to be submitted with the batch analysis certificate. 7- all of the above certificates should be provided as originals and not as colored copies (they are going to be checked by the JFDA).

The free period on the Bill of Lading is recommended to be 25 days "free of detention charges".

Air Way Bills, Bills of Lading and B/L should be in the name of UNRWA; BOTH as "consignee" and "notified party". This means that in both cases they MUST read as follows:

U.N.R.W.A. United Nations Relief & Works Agency Field Procurement & Logistics Um El-Hiran Amman 11814 -Jordan P.O. Box # 143464 Tel: 00962 4772226

Fax: 00962 6 4746361

Shipping Instructions:

Shipping Documents Required for Clearing the Shipments :

Communicating Shipping Information

General Notes

Custom rules established by the Lebanese Authorities stipulate that:

1. All shipments (of any modalities: air freight ? sea freight ? land freight) must be covered by Original invoice.

2. Every invoice covering shipments of any modalities must contain:

a) Manufacturer/Supplier Company's Name, Address, Tel & fax Number.

b) Consignee Name starting with UNRWA.....

c) Invoice number. d) Invoice date. e) Purchase Order Number. f) Terms of delivery (Inco Terms). g) Currency h) Value/Amount/freight i) Description of Goods j) Quantity k) Batch Number/ Lot Number l) Item number/ Production code m) HSS Code / UNCCs n) Production date o) Expiry Date p) Country of Shipping q) Country of Destination r) The country of origin

3) The Lebanese Ministry of Agriculture has issued specific marking requirements in respect of the bags / packaging, they must specify:

1. Commodity. 2. Origin. 3. Port of destination. 4. Crop year 5. Manufacturer Name 6. Production Date/ Expiry Date

For all shipments to be imported into Lebanon (all modalities: airfreight ? sea freight ? land shipments), the following documents are required for the clearance process:

Air Shipments: 1. Original Airway Bill 2. Original Invoice 3. Packing List must match the consignment and mention the manufacturer name, also mention manufacturing and expiry dates. 4. Original Certificate of Origin.

Land Shipments: 1. Original Waybill 2. Original Invoice 3. Packing List must match the consignment and mention the manufacturer name, also mention manufacturing and expiry dates. 4. Original Certificate of Origin 5. Original Truck Consignment Note.

Sea Shipments: 1. Original Bill of Lading - ("non negotiable" copies of Bill of Lading are not accepted) 2. Original Invoice 3. Packing List must match the consignment and mention the manufacturer name, also mention manufacturing and expiry dates. 4. Original Certificate of Origin.

Special Additional Requirements:

a) For shipments related to UNRWA's basic commodities (Rice, Milk, sugar....):

1) It is required that either or both the supplier and the shipper (acting on behalf of the supplier) communicate all information on shipping schedule / dates / notification to both:

1. UNRWA Headquarters ? Jordan and 2. UNRWA - Lebanon - Field Procurement & Logistics Officer.

Only through these double communication channels possible to ensure that proper actions are being taken to receive and clear the shipments in due time.

2) Notification on shipping of perishable supplies (where special cooling conditions are needed) should be done with special attention by BOTH the supplier & the shipper in order for the receiving party to secure that the coldchain thing is 100% maintained.

3) Hard copies of Invoices and Packing Lists covering shipments for Medical and for Basic Commodities are needed the earliest possible (see the General Notes column).

These documents are needed to ask for the necessary approvals at the Related Ministries of Health & Agriculture.

4) For land shipments, 2 week advance notification is to be given prior to actual shipping in order to spare any delay in releasing the

UNRWA Field Office in Lebanon requires not less than two weeks period as a timeframe to obtain the related import approvals from the government officials in Lebanon.

As such, it is an essential

requirement that the shipping

documents

and

related

information is dispatched (in

soft copies and/or in hard copies)

to UNRWA As Early As

Possible prior actual shipping

of supplies.

Short shipped and Partition should be avoided.

Lebanese Customs require using the exact and proper description of the goods mentioned on the shipping documents i.e. Vaccines not Medical supplies and for Computers not Spare parts etc...

Relating to Basic Commodities only 20 foot containers to be used.

N.B.: Shipments originated in Israel or any of its contents or assembled parts are not permitted in Lebanon and totally prohibited.

7. Batch Number / Lot number. 8. Purchase Order Number. 9. Weight. 10. A statement indicating that goods

are for free distribution to Palestine refugees (for UNRWA use, Not for Sale).

4) The Lebanese Ministry of Agriculture requires that the data stenciled on bags / packaging corresponds to the data on the shipping documents:

1. Invoice. 2. Packing list must match the

consignment and mention the manufacturer name, also mention manufacturing and expiry dates. 3. Certificate of Origin. 4. Phytosanitary Certificate. 5. Veterinary Health Certificate. 6. Health Certificate. 7. Radioactivity Certificate.

5) The Lebanese Ministry of Agriculture requires that for shipments of Milk and Oil, the production and expiry dates must be stenciled on sachets or bottles. Milk Shipments to fulfill the attached special requirements issued by the Lebanese Ministry of Agriculture (Decree No.5061/1, 498/1, 322/1 and 239/1).

6) Medicines: All medicines (Vaccines,

Lab. Reagents, Pharmaceuticals, etc) ,

medical

equipments,

disposables,

consumables require a pre-approval on the

relating invoice from the Lebanese Minister

of Health, for that a clear colored scan

copy of the invoice to be provided to our

offices at least two weeks in advance to be

able to obtain the approval of the ministry

of health and requested not to ship the

goods till we obtain the approval by

1. **Original Phytosanitary Certificate (this certificate has to be issued/dated as of 14 days only prior to the date of shipping).

2. Original Radioactivity Certificate. 3. Original Fumigation Certificate. 4. Original Health Certificate. 5. Original Crop Year/Production Cert. 6. Analysis Certificates.

b) For animal product shipments:

NOTE** For Milk Shipments pls comply strictly with attached decrees (Decree No.5061/1, 498/1, 322/1 and 239/1).

Documents required on arrival are 1. Certificate of origin, authenticated as per the rules.

2. Official veterinary health certificate agreed on between the veterinary authorities of Lebanon and those of the exporting country, authenticated as per the rules.

3. Official radiology certificate issued by the country of origin, authenticated as per the rules.

4. Official dioxin certificate issued by the country of origin, authenticated as per the rules.

5. Chemical and microbiological analysis certificate issued by an official laboratory or laboratory accredited by the official authorities in the country of origin.

6. An official certificate confirming that the product is free of melamine contamination, issued by the country

carrying trucks from borders as well as to avoid the compensation costs to the trucks drivers.

Suppliers should not proceed to any land shipments without having sent all shipping information/documents to our offices [see 1) above] 10 days in advance.

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